Privacy Policy

Introduction

Rockdale Christian Youth Softball ("RCYS," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.rcys.net) or use our services, including our registration system and communication services.

Information We Collect

We collect information that you voluntarily provide to us when you:

• Register a player for our softball program
• Apply to be a coach, umpire, or volunteer
• Contact us through our website
• Subscribe to notifications or updates

Personal Information Collected

The types of personal information we may collect include:

• Contact Information: Name, email address, phone number, mailing address
• Player Information: Child's name, date of birth, gender, grade, school
• Emergency Contacts: Names and phone numbers for emergency situations
• Medical Information: Allergies or medical conditions relevant to player safety
• Payment Information: Payment details are processed securely through third-party payment processors (PayPal, Clover) and are not stored on our servers

Mobile Phone Information and SMS/Text Messaging

When you provide your mobile phone number during registration and consent to receive text messages, we use this information solely to send you important communications related to your participation in RCYS programs.

How We Collect Mobile Information

Mobile phone numbers are collected during online registration at www.rcys.net when you:

• Enter your mobile phone number in the registration form
• Check the consent checkbox stating: "I consent to receive SMS text messages from RCYS Softball regarding registration, payments, team assignments, and schedule updates. Message frequency varies. Reply STOP to cancel."

Types of Messages We Send

If you opt in to receive SMS messages, you may receive text messages about:

• Registration confirmations and reminders
• Payment reminders and confirmations
• Team assignments and coach information
• Practice schedules and location updates
• Game schedule changes
• Weather cancellation notices
• Login verification codes
• Important league announcements

Message Frequency

Message frequency varies based on league activities. During active registration and season periods, you may receive more frequent messages. You can expect to receive 2-10 messages per month during the season.

Opting Out of Text Messages

You can opt out of receiving text messages at any time by:

• Replying STOP to any text message from us
• Contacting us at director@rcys.net

Standard message and data rates may apply. For help, reply HELP to any message or contact director@rcys.net.

How We Use Your Information

We use the information we collect to:

• Process player registrations and team assignments
• Communicate important information about practices, games, and events
• Send payment reminders and process transactions
• Contact parents/guardians in case of emergency
• Maintain safety and security during league activities
• Improve our programs and services
• Comply with legal obligations

Information Sharing and Disclosure

We may share your information in the following circumstances:

• With Coaches and Team Parents: Contact information may be shared with your child's assigned coach and team parent for team coordination purposes
• With Service Providers: We use third-party services for payment processing (PayPal, Clover), email delivery, and SMS messaging (Twilio). These providers are contractually obligated to protect your information
• For Legal Purposes: When required by law or to protect the safety of participants
• With Your Consent: When you explicitly authorize us to share information

We never sell your personal information to third parties.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Secure (HTTPS) connections for all web traffic
• Encrypted storage of sensitive data
• Access controls limiting who can view personal information
• Regular security reviews and updates

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, typically:

• Registration records: 7 years for tax and legal compliance
• Communication preferences: Until you opt out or request deletion
• Payment records: As required by financial regulations

Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal retention requirements)
• Opt out of marketing communications
• Withdraw consent for SMS messaging at any time

Children's Privacy

Our services involve the registration of minors for youth sports activities. We collect children's information only with parental/guardian consent during the registration process. Parents/guardians can review, modify, or request deletion of their child's information by contacting us.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website with an updated "Last Updated" date. Continued use of our services after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Organization Information

Rockdale Christian Youth Softball is a ministry of Bethel Christian Church Inc., providing youth softball programs in Conyers, Georgia.